3510P - Associated Student Bodies Procedure
- ASBs are mandatory in grades 7 through 12 whenever students engage in money raising activities with the approval and under the supervision of the District. ASBs are not mandatory at the elementary level (K-6). However, any money raised with the approval and under the supervision of the District must be administered in the same way as ASB money. The school principal is designated to act as the ASB for K-6 school buildings.
- While supervision and oversite are delegated to the superintendent, the school board has authority over ASBs. ASBs are subject to the same laws as the District, including accounting procedures, budgets and warrants.
- The District must have an ASB program fund budget approved by the school board.
- All ASB money is accounted for, spent, invested and budgeted the same way as other public money.
- Disbursements may be made either by warrant, imprest bank accounts, or petty cash funds.
- ASB purchases must comply with state bid procedure as outlined in the District bid requirements Regulation and procedure. Purchases of the same goods or services for more than one school must be considered together when establishing the purchase amount and applicability of bid requirements.
- All property acquired with ASB moneys becomes property of the school District.
- Associated student body groups may raise private nonassociated student body fund moneys through fund raising and donations for scholarships, student exchanges and charitable purposes. Such fund raising and donation solicitation must meet the requirements for other ASB fundraising and those requirements specific to nonassociated student body funds, including clear notice to all donors of the purpose of the fund raising. Students wishing to use District facilities to raise private non-associated student body funds must comply with District Regulation(s) and procedures regarding community use of school facilities. For handling the accounting for complex fundraising programs for private nonassociated student body fund money, the District shall recoup its costs.
- Purposes that directly further or support the school District's program — both co-curricular and extracurricular — are suitable uses for ASB funds, if the activities are optional for students.
- ASB funds may not be used for gifts or recognition to individuals for private benefit. Private nonassociated student body funds may be raised for scholarships, student exchanges and charitable purposes, pursuant to District Regulation and procedure.
Waiver or Reduction of Fees
Each student who is eligible to participate in the federal free and reduced-price meals program will have fees associated with attending or participating in optional noncredit extracurricular activities waived. Students’ family members and other nonstudents who are sixty-five or older may have any fee to attend an optional noncredit extracurricular activity waived.
Website Publication of Program Fund Information
The district will publish the following ASB program fund information on its website:
- The fund balance at the beginning of the school year;
- Summary data about expenditures and revenues occurring over the course of the school year;
- The fund balance at the end of the school year;
- Data related to high school student possession of an associated student body card and high school student participation in school-based extracurricular activities;
- The district’s extracurricular activity opportunity gap reduction plan, if the district is required to develop one; and
- A list of optional noncredit extracurricular event attendance and participation fees and the district’s policy for waiving or reducing those fees.
The information will be published for each ASB of the district and each account within the ASB program fund. The information will be published on the website of the applicable school of the ASB, or if there is no such website, then on the general district site. The information will be updated annually by each August 31st, to cover the previous five years.